How to Create a New Account in Sage 300

Initial Access and Navigation

To begin creating a new user account in Sage 300, first access the Administrative Services section. Navigate to the Users section to initiate the account creation process.

Screen Resolution Requirements If you encounter a "can't create control" error message, this indicates your screen resolution is insufficient. The minimum required resolution is 1024x768 or higher to properly display all account creation windows.

User Account Configuration

Basic Information Setup The first step involves setting up the fundamental user identification details:

• Create a User ID (maximum 8 characters, must begin with a letter)
• Enter the user's full name
• Select the account type (choose "User" for standard accounts)

Authentication Settings

Authentication Method Selection

You have three primary authentication options:

• Sage 300
• Windows
• Both

For standalone systems, select the Sage 300 option. If operating within a Windows domain, consult your IT administrator for the appropriate settings.

Password Configuration

Starting with Sage 300 2024, password requirements have become more stringent with the following mandatory criteria:

• Minimum length of 8 characters
• At least one uppercase letter
• At least one lowercase letter
• At least one number
• At least one special character

Account Security Options

Password Management

Several important security options are available for password management:

Password Change Requirements

• Enable "User must change password at next log on" to force immediate password updates
• Select "Password never expires" to maintain the same password indefinitely
• Choose "User cannot change password" to restrict password modifications

Account Status Controls

• "Account is disabled" option for departing employees
• "Account is locked out" status activates after multiple failed login attempts
• "Account is restricted" setting allows time-based access limitations

Additional Account Settings

Contact Information

While optional, it's recommended to include:

• User's contact details
• Microsoft 365 email address (if applicable)
• Communication preferences for Sage tips and suggestions

Access Restrictions

You can implement time-based restrictions by:

1. Enabling the "account is restricted" option
2. Specifying allowed login days
3. Setting permitted access times

Microsoft 365 Integration

For organizations with supported Microsoft 365 subscriptions:

1. Enter the user's Microsoft 365 email address
2. Ensure Microsoft 365 integration is properly configured
3. Enable email notifications if desired

System Requirements and Prerequisites

Before creating new accounts, ensure your system meets these requirements:

Database Setup

• Properly configured system database
• Established company database
• Configured portal database

Core Services

• Activated Administrative Services
• Enabled Common Services
• Completed company profile setup

Security Best Practices

Account Management

• Regularly review and update user access permissions
• Implement security groups for controlled data access
• Hide unnecessary fields based on user roles
• Maintain unique user IDs for accountability

Password Administration

• Enforce regular password changes
• Monitor failed login attempts
• Implement account lockout policies
• Maintain password complexity requirements

Account Maintenance

Regular Reviews

Perform periodic reviews of:

• Active accounts
• Access permissions
• Security settings
• Time restrictions

Account Deactivation

When an employee leaves the organization:

1. Disable their account immediately
2. Document the deactivation
3. Review any shared access or permissions
4. Archive necessary user data

Troubleshooting Common Issues

Login Problems

If users experience login issues:

1. Verify account status
2. Check for account lockouts
3. Confirm password requirements
4. Review time restrictions

Access Restrictions

For access-related problems:

1. Validate security group assignments
2. Check time-based restrictions
3. Verify authentication method settings
4. Confirm database permissions

System Integration Considerations

Database Connectivity

Ensure proper database setup:

1. Configure system databases
2. Set up company databases
3. Establish portal database connections

Multi-Currency Setup

For organizations using multiple currencies:

1. Install necessary currency modules
2. Configure currency information
3. Set up exchange rates
4. Establish currency permissions

Optional Configurations

Customization Options

• Set up customization directories
• Configure optional fields
• Establish printing preferences
• Define user-specific settings

Final Steps

After completing the account setup:

1. Click the "Add" button to save the user record
2. Verify all settings are correct
3. Test the account access
4. Document the account creation

By following these comprehensive steps and considerations, you can ensure proper account creation and management in Sage 300. Remember to regularly review and update account settings to maintain system security and efficiency. The process may seem detailed, but each step serves an important purpose in creating a secure and functional user environment within your Sage 300 system.

Citations: [1] https://www.youtube.com/watch?v=DyHhbIAYAuo [2] https://cdn.na.sage.com/docs/en/customer/300erp/2024/open/Sage300_InstallationGuide.pdf [3] https://help.sage300.com/en-us/2024/classic/Subsystems/GL_2024/Content/Setup/AccountStructures/AboutAccountStructures.htm?TocPath=General+Ledger%7CSetting+Up+General+Ledger%7CAccount+Structures%7C_____1 [4] https://mindovercorp.com/how-to-set-up-new-customer-ar-sage-300 [5] https://help.sage300.com/en-us/2024/classic/Content/Administration/SystemManager/Legacy/AS/proc_setup.htm